1. Introduction
Trimwork ("Company," "we," "us," or "our") is committed to protecting the privacy of our clients and their customers. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI-powered accounting services.
2. Information We Collect
We may collect the following types of information:
- Firm information: Your firm name, contact details, staff information, and workflow preferences provided during onboarding.
- Client documents: Tax documents, financial records, and other files you provide for processing by your AI junior accountant. This may include W-2s, 1099s, K-1s, bank statements, receipts, and other tax-related documents.
- Usage data: Information about how you interact with our services, including task completion data and workflow metrics, used to improve your AI junior accountant's performance.
- Communication data: Emails, messages, and other communications sent through or drafted by our services on your behalf.
3. How We Use Your Information
We use collected information to:
- Build and operate your custom AI junior accountant
- Process documents and prepare work products as directed by your firm
- Improve the accuracy and performance of your specific deployment
- Communicate with you about your service
- Comply with legal obligations
4. AI Model Data Processing
We use third-party AI models including Claude by Anthropic, OpenAI, and Google Gemini to process your data. We access these models exclusively through their enterprise API tiers. Under these API agreements:
- Your data is not used to train any AI models
- Your data is not retained by the AI providers after processing
- Your data is processed in transit and discarded after the response is generated
5. Data Sharing
We do not sell your data. We may share information with:
- AI model providers: As described in Section 4, solely for processing tasks on your behalf.
- Service providers: Third-party tools and platforms that are part of your integrated workflow (e.g., your tax software, email provider, file storage), only as directed by your firm.
- Legal requirements: When required by law, regulation, or legal process.
6. Data Security
We implement industry-standard security measures to protect your information, including encryption in transit and at rest, access controls, and regular security assessments. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.
7. Data Retention
We retain your data only for as long as necessary to provide our services. Upon termination of your service agreement, we will delete your data within 30 days unless otherwise required by law or requested by you in writing.
8. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information
- Object to or restrict certain processing activities
- Request a copy of your data in a portable format
To exercise any of these rights, please contact us at malcolm@trimwork.org.
9. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or through our services. The updated policy will be effective upon posting.
11. Contact
If you have questions about this Privacy Policy, please contact us at malcolm@trimwork.org.